6.1. Policies and Procedures for Student Events and Activities

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1. Associations and Clubs Policies

Alfaisal University is committed to encouraging student participation in various activities through college associations and clubs. These activities support student engagement in national and international events held on campus. Club activities aim to enhance campus life and serve the broader international community. The Deanship of Student Affairs, Admissions and Registration supports and sponsors all approved proposals.

1.1.1 Association

A group of students from the same college of the association organize academic and non-academic events related to their discipline. Each college has one association supervised by the Deanship of Student Affairs, Admissions and Registration. All members must belong to the same college.

1.1.2 Club

A group of students from different colleges organized around shared interests. Clubs are supervised by the Deanship of Student Affairs, Admissions and Registration.

2. Procedures for Establishing Associations & Clubs

To be recognized, associations and clubs must:

  1. Be approved by the Deanship of Student Affairs, Admissions and Registration.
  2. Submit the required e-form application.
  3. Provide the name of a faculty advisor.
  4. Have a minimum of five student members.
  5. Submit a copy of the organization's constitution.

3. President & Vice-President Nomination

  1. Elections must be held by the end of the academic year in the presence of the Deanship of Student Affairs, Admissions and Registration  .
  2. Members may vote via polling, email, or another method approved by the Deanship of Student Affairs, Admissions and Registration  .
  3. The vice-president and department heads must not be relatives.
  4. The president must have completed at least one academic year (excluding UPP) at Alfaisal with a CGPA of 2.5 or higher and be familiar with university regulations.
  5. Presidents and members must not have any academic or disciplinary warnings or violations.
  6. Only currently registered students are eligible for membership.
  7. Elections must be held annually in May / June.

4. Advisor Nomination

  1. Each college dean must nominate three faculty members every two years.
  2. The Deanship of Student Affairs, Admissions and Registration   will select one advisor or may reject all nominees.
  3. Advisors are responsible for overseeing all academic and non-academic activities of the association or club with the Deanship’s approval.

5. Responsibilities of the President

  1. Represent the association or club officially.
  2. Ensure compliance with university policies.
  3. Coordinate with the Deanship of Student Affairs, of Student Affairs, Admissions and Registration  .
  4. Submit all financial receipts.
  5. Provide a comprehensive post-event report with pictures.
  6. Must be a full-time enrolled student.
  7. Serve a one-year term and train the next president.

Recognized Associations and Clubs May:

  1. Use the university logo (per university regulations).
  2. Reserve campus spaces for events.
  3. Organize events.
  4. Use their club’s name on campus.
  5. Access and use university equipment and facilities.
  6. Send emails to students (with approval).
  7. Receive financial support (up to SAR 2,000, if applicable).
  8. Have an official university email address.

6. General Rules for Clubs and Associations

  1. Must align with Alfaisal’s mission and vision.
  2. All events must comply with the Ministry of Education and university regulations.
  3. No duplicate organizations with the same purpose are allowed.
  4. Events must not endanger student health, safety, or campus property.
  5. Inactive organizations for one full year will be dissolved.
  6. Associations and clubs are accountable for off-campus events conducted in Alfaisal’s name.
  7. The organization’s purpose must not conflict with university policies.
  8. Marketing and promotions must follow university guidelines.
  9. A Clubs and Associations Fair will be held at the start of the Fall semester.
  10. Flyers/posters must be approved by Student Affairs and the Facilities Department.
  11. Event spaces must be vacated within 8 hours after use, or the club will be penalized.
  12. No events are permitted within one month before final exams.
  13. List of the intended activities must be submitted prior to the new academic year or at its beginning. An email will be sent to the club or association.

7. Event Procedures

  1. Submit proposals to the Deanship for approval at least a month before execution of it.
  2. Submit an event report afterward.
  3. Budget forms must be completed and submitted.
  4. Social media/web platforms require prior approval.
  5. Flyers/posters must be approved.

8.The President of Association or Club’s Responsibilities:

  1. Represent the Association or club.
  2. Enforce the regulations on the Association or club’s activities.
  3. Contact Student Affairs for any issues.
  4. Submit all financial receipts to the Deanship of Student Affairs.
  5. Submit a comprehensive report for each event with pictures.
  6. Must be an enrolled full-time student.
  7. Must complete a one whole year and leave the club by the end of the semester.
  8. Must train the next president before he/she leaves.

9. Financial Support for Student Organizations

To receive funding:

  1. Submit the event proposal and budget.
  2. Provide original receipts.
  3. Ensure compliance with regulations.
  4. Donations must be reported to the Finance Department (including donor info and activity date).
  5. Sponsors require approval from the Deanship and Admissions & Registration.
  6. Submit financial requests at least one month in advance.
  7. Off-campus event invitations must be officially submitted 10 business days in advance.
  8. Submit a budget with all details

10. Club Suspension

Clubs may be suspended (temporarily or permanently) for:

  1. Violating MOE or Alfaisal regulations.
  2. Failing to provide acceptable explanations.
  3. Not submitting required documentation or yearly activity reports.

11. Use of University Name and Logo

The use of "Alfaisal University" or its logo must follow university policy. Use without written approval from the Activities Office and Marketing & Communication is prohibited in:

  1. Promotion of any business, social, political, or religious event.
  2. Any public display, advertisement, or promotional activity.

12. Guest Speaker Policy

  1. All external speakers must be approved by the Deanship.
  2. Speaker CVs must be submitted one month prior to the intended event.
  3. A formal invitation letter must be approved by the upper management.

13. Campus Life Page

  1. Each club/association will have a web page to display their mission, vision, structure, and logo.
  2. Presidents must submit weekly updates.
  3. Only approved students may manage content.
  4. Content violations will result in a warning.

14. Student Publications Policy

Publications must reflect Alfaisal’s values and comply with official editorial policies. Types include magazines, websites, images, brochures, social media platforms etc.

14.1 Guidelines:

  1. Use of name/logo requires approval from the Activities Office.
  2. Content must respect religion, culture, and comply with MOE and Alfaisal policies.
  3. No obscene/libelous content or any images of individuals without approval.
  4. Financial/editorial support must be approved by Deanship and Public Relations.

14.2 Procedure:

  1. Submit a detailed request form.
  2. Add Alfaisal logo after approval.
  3. Obtain Activities Office approval before publishing.

15. Student Travel Policy

Educational or volunteer trips should enhance learning and experience. Organized by the Deanship or Colleges.

15.1 Travel Requirements:

  1. Participants must have a minimum CGPA of 2.0 and no disciplinary history.
  2. Alfaisal is not liable for off-program activities (e.g., shopping, diving).
  3. Supervisors may prohibit a student from participating if safety is a concern.
  4. Students with exams cannot participate.
  5. Visas and insurance must be arranged in advance.
  6. Parents must be notified in case of injury or illness.
  7. Faculty supervision is required.
  8. Alcohol, drugs, or weapons are strictly prohibited.

15.2 Behavior Expectations:

  • Students must act responsibly and follow laws.
  • University ID cards must be carried at all times.
  • Islamic values must be respected.
  • Local customs and regulations must be followed.

16. Sponsorship Policy

Before approaching sponsors:

  1. Submit a sponsor list to the Activities Office.
  2. All contracts must be approved before signing.
  3. Send documents to: SAevents@alfaisal.edu .
  4. All companies must sign the Alfaisal contract or an approved alternative.
  5. Sponsorship funds must be deposited into Alfaisal's official bank account.
  6. Funds must be received three weeks before the event.
  7. Include a payment deadline in contracts.
  8. Sponsors must show proof of payment to enter events.
  9. Facility signature space must be included in the agreements.
  10. Violations may result in the rejection of the contract.

17. Finance Procedures

  1. Submit all invoices within two weeks post-event.
  2. Invoices must match the order of the provided Excel sheet.
  3. Invoices should be numbered (in pencil).
  4. Only official tax invoices are accepted (no pictures).
  5. Proof of bank transfers must be submitted.

18. Email Use Policy

  1. All communication must go through the official club email.
  2. The president is solely responsible unless another member is approved via email.
  3. Deanship approval is required before sending emails to all students.
  4. Only one reminder is allowed per event.
  5. No emails after 7:00 PM unless urgent and approved.
  6. Do not contact other departments directly.
  7. Clubs must route all communication through the Activities Office.
  8. Only associations can email all students. Clubs must submit requests to the Activities Office.

19. Vendor Contracts

  1. All vendors must have a contract and valid commercial registration.
  2. Copies must be submitted to the Activities Office.

20. Associations and Clubs Budget

Associations and Clubs must seek sponsors for their events, there will be a Limited funding from the University.

21. Associations and Clubs Purchase orders

  1. ​Clubs/Associations should provide at least 3 different quotations from 3 different places regarding the equipment they would like to purchase
  2. Clubs/Associations should provide a final budgeting plan at least 1 week prior to the day of the event.
  3. If the budget has been changed after submission, the new estimated budget calculated must be sent to the Activities Office for approval
  4. Clubs/Associations must take Activities Office team approval before any member of the club pays from their own money.

22. Conditions for taking approval from Saudi Exhibition & Convention Bureau

  1. If your event is open to the public or you would like to sell tickets, then you will need to pay approximately 23thousand Riyals; 11.5 thousand is for the company that will issue your approval and the other 11.5 thousand is for the Saudi Exhibition and Convention Bureau that issues the approvals for any event in Saudi Arabia. This amount of money is not fixed and may vary according to the Saudi Exhibition and Convention Bureau. Please make sure of the date and email us confirmation. If you want to change the date in the future, you will be charged a fee by the Saudi Exhibition and Convention Bureau.
  2. After approval from the Saudi Exhibition & Convention Bureau you can’t change the name or date. If you want to change either of the above mentioned, then you have to pay the amount that you paid for the approval and submit the event form again for approval.

If the event’s name or date is to be changed, then you will need to start the whole process again.

23. Saudi Exhibition & Convention Bureau

متطلبات البرنامج الوطني:

اسم المعرض (عربي  - انجليزي ) تاريخ المعرض

التصنيف الاقتصادي (سلع استهلاكية وتجزئه  - اقتصاد وتجارة – تعليم ...)

تفاصيل الوقع (الحي – الشارع – الوصف – موقع قوقل )

الجهات المستهدفة (اكاديمين – طلاب – موظفين حكومي )

العدد المتوقع للجهات المشاركة في المعرض

مساحة الموقع الاجمالية – مساحة المخطط المراد استخدامه للمعرض

عدد الزوار المتوقع حضورهم

فئات الزوار (رجال – نساء – عوائل )

مدير المعرض (رقم – إيميل )

عدد فريق التنظيم في المعرض

الموقع الالكتروني للمعرض – هاتف للتواصل

الرسوم والمبلغ وطريقة الدفع (إن وجدت)

ساعات العمل للمعرض

التعريف بالفعاليات (بالعربي – انجليزي ) – الخطة الإعلامية للمعرض

هل المعرض مفتوح للعامة

المخطط الهندسي المتكامل للموقع المعتمد من البلدية والدفاع المدني التابع لها المعرض

مخطط موقع المعرض موضع فيه توزيع العارضين

الخطة الامنية لإدالرة المخاطر في العرض

خطة العمل وتصور تفصيلي للمعرض

خطاب موافقة الجامعة لإقامة المعرض

24. Commission of Entertainment’s approval is required

Note: All requirements mentioned above must be in Arabic and in one folder. For more information on how to draft all the requirements please visit the link below.